Common use of Information in the Files Clause in Contracts

Information in the Files. a. An employee’s personnel file(s) contain information pertaining, but not limited to: employment, such as the application for employment, tests and letters or statements of reference; pay and benefits; training; conduct; education, honors and awards; duties and job classification; performance; discipline, release, and dismissal actions; attendance; and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to an employee, shall be placed in the employee’s personnel file(s). The employee’s written comment, if any, regarding such letters shall be placed in her/his personnel file(s). Such comments shall not require the University to change or alter the letters or the actions indicated by the letters. c. Copies of documents related to performance shall be provided to the employee when placed in the personnel file. 1) The parties agree that transactional items need not be provided to employees in advance of being placed in the personnel file. 2) Examples of transactional documents include but are not limited to payroll processing, employee-initiated personnel data changes, and leave records. d. With the exception of performance evaluations, documents such as letters of disciplinary action or other documents concerning conduct or work performance, counseling memoranda and/or written records of discussions shall, upon the written request of the employee, be removed from the employee’s personnel file(s) if there have been no other disciplinary actions of the same or similar kind or if there have been no other letters or memoranda relating to the same or similar issues for a period of two (2) years unless otherwise required by law, or University Policies named in Article 43. Materials which would be removed upon an employee’s request, or retained pursuant to a legal requirement or University policy which are more than two (2) years old will not be used or relied upon to take or support disciplinary action. Where documents are removed pursuant to employee request, the employee shall receive the written request and the documents back. Where electronic records are used, the employee will receive confirmation of the deletion. Counseling memoranda and/or written records of discussion, in and of themselves, are not discipline nor are they grievable/arbitrable.

Information in the Files. a. An employee’s 's personnel file(s) contain information pertaining, but not limited limited, to: employment, such as the application for employment, tests tests, and letters or statements of reference; pay and benefits; training; conduct; education, honors and awards; duties and job classification; performance; discipline, release, and dismissal actions; attendance; and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to an employee, shall be placed in the employee’s 's personnel file(s). The employee’s 's written commentcomments, if any, regarding such letters shall be placed in her/his or her personnel file(s). Such comments shall not require the University to change or alter the letters or the actions indicated by the letters. c. Copies of documents related to performance shall be provided to the employee when placed in the personnel file. 1) The parties agree that transactional items need not be provided to employees in advance of being placed in the personnel file. 2) Examples of transactional documents include but are not limited to payroll processing, employee-initiated personnel data changes, and leave records. d. With the exception of performance evaluations, documents such as letters Letters of disciplinary action or other documents concerning conduct or work performance, counseling memoranda and/or written records of discussions shall, upon the written request of the employee, be removed from the employee’s 's personnel file(s) if there have been no other disciplinary actions of the same or of a similar kind or if for a two-year period, unless required by law. If there have been no other letters or memoranda relating to disciplinary actions of the same or similar issues kind for a period of two (2) years unless otherwise required by lawyear period, or University Policies named in Article 43. Materials materials which would be removed upon an employee’s request, or retained pursuant to a legal requirement or University policy 's request which are more than two (2) years old will not be used or relied upon to take or support disciplinary action. Where documents are removed pursuant to employee request, the The employee shall receive the written request and the documents document(s) back. Where electronic . d. Upon the employee's written request, counseling memoranda and/or written records are usedof discussions will be removed from the employee's personnel file if there have been no other such memoranda relating to, or disciplinary action on, the employee will receive confirmation of the deletionsame or similar issue(s) for a two- year period. Counseling memoranda and/or written records of discussion, in and of themselves, are not discipline nor are they grievable/arbitrable. e. Items placed in an employee's personnel file(s) shall contain the date of the document's creation, and its source, and may contain the date on which the information was placed in the file.

Information in the Files. a. An employee’s 's personnel file(s) contain information pertaining, but not limited limited, to: employment, such as the application for employment, tests tests, and letters or statements of reference; pay and benefits; training; conduct; education, honors and awards; duties and job classification; performance; discipline, release, and dismissal actions; attendance; and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to an employee, shall be placed in the employee’s 's personnel file(s). The employee’s 's written commentcomments, if any, regarding such letters shall be placed in her/his or her personnel file(s). Such comments shall not require the University to change or alter the letters or the actions indicated by the letters. c. Copies of documents related to performance shall be provided to the employee when placed in the personnel file. 1) The parties agree that transactional items need not be provided to employees in advance of being placed in the personnel file. 2) Examples of transactional documents include but are not limited to payroll processing, employee-initiated personnel data changes, and leave records. d. With the exception of performance evaluations, documents such as letters Letters of disciplinary action or other documents concerning conduct or work performance, counseling memoranda and/or written records of discussions shall, upon the written request of the employee, be removed from the employee’s 's personnel file(s) if there have been no other disciplinary actions of the same or of a similar kind or if for a two-year period, unless required by law. If there have been no other letters or memoranda relating to disciplinary actions of the same or similar issues kind for a period of two (2) years unless otherwise required by lawyear period, or University Policies named in Article 43. Materials materials which would be removed upon an employee’s request, or retained pursuant to a legal requirement or University policy 's request which are more than two (2) years old will not be used or relied upon to take or support disciplinary action. Where documents are removed pursuant to employee request, the The employee shall receive the written request and the documents document(s) back. Where electronic . d. Upon the employee's written request, counseling memoranda and/or written records are usedof discussions will be removed from the employee's personnel file if there have been no other such memoranda relating to, or disciplinary action on, the employee will receive confirmation of the deletionsame or similar issue(s) for a two-year period. Counseling memoranda and/or written records of discussion, in and of themselves, are not discipline nor are they grievable/arbitrable. e. Items placed in an employee's personnel file(s) shall contain the date of the document's creation, and its source, and may contain the date on which the information was placed in the file.

Information in the Files. a. An employee’s 's personnel file(s) contain information pertaining, but not limited limited, to: employment, such as the application for employment, tests tests, and letters or statements of reference; pay and benefits; training; conduct; education, honors and awards; duties and job classification; performance; discipline, release, and dismissal actions; attendance; and other relevant or necessary information specified by the University. b. Copies of letters of disciplinary action, along with copies of proofs of service that accompany the letters, upon being provided to an employee, shall be placed in the employee’s 's personnel file(s). The employee’s 's written commentcomments, if any, regarding such letters shall be placed in her/his or her personnel file(s). Such comments shall not require the University to change or alter the letters or the actions indicated by the letters. c. Copies of documents related to performance shall be provided to the employee when placed in the personnel file. 1) The parties agree that transactional items need not be provided to employees in advance of being placed in the personnel file. 2) Examples of transactional documents include but are not limited to payroll processing, employee-initiated personnel data changes, and leave records. d. With the exception of performance evaluations, documents such as letters Letters of disciplinary action or other documents concerning conduct or work performance, counseling memoranda and/or written records of discussions shall, upon the written request of the employee, be removed from the employee’s 's personnel file(s) if there have been no other disciplinary actions of the same or of a similar kind or if for a two-year (2-year) period, unless required by law. If there have been no other letters or memoranda relating to disciplinary actions of the same or similar issues kind for a period of two two-year (2-year) years unless otherwise required by lawperiod, or University Policies named in Article 43. Materials materials which would be removed upon an employee’s request, or retained pursuant to a legal requirement or University policy 's request which are more than two (2) years old will not be used or relied upon to take or support disciplinary action. Where documents are removed pursuant to employee request, the The employee shall receive the written request and the documents document(s) back. Where electronic . d. Upon the employee's written request, counseling memoranda and/or written records are usedof discussions will be removed from the employee's personnel file if there have been no other such memoranda relating to, or disciplinary action on, the employee will receive confirmation of the deletionsame or similar issue(s) for a two-year (2-year) period. Counseling memoranda and/or written records of discussion, in and of themselves, are not discipline nor are they grievable/arbitrable. e. Items placed in an employee's personnel file(s) shall contain the date of the document's creation, and its source, and may contain the date on which the information was placed in the file.